The document provides instructions for exporting Outlook contacts and distribution lists to Excel, editing the file, and then importing it back into Outlook. It describes exporting a contacts list from Outlook to a text file, editing the file in Notepad to contain only firstname, lastname, and email, and then importing this file into Excel. It further details defining a name field in Excel, and then importing the Excel data back into Outlook contacts by mapping fields. The overall process allows transferring contacts between Outlook and Excel.

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Export Outlook Contacts/Distribution List to Excel
Prepared by: Bob Morrison
FVCC, Instrumentation Specialist
March 2009
Email (Outlook) Distribution List
Excel
Excel Database with Email Addresses
Import Excel Addresses to Outlook Contacts
Share Outlook Contacts with another Outlook User

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Export Outlook Distribution/Contacts : List-File-Save-as-Location.txt
1. In Outlook, View Distribution List
in Contacts folder
2. Select File, then Save-as and file
the list as .txt file on your server
or C: drive

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Export Contacts/Distribution List:
Edit in Notepad to remove all but firstname lastname email
1. Select .txt file and Open in
Notepad or Wordpad
2. Delete header information and
edit the file if necessary to
contain Firstname, Lastname,
and Email address separated by
at least one blank
3. File Save when finished and exit
Notepad

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Excel Import Contacts: Open Excel DB-Data tab-From text-Locate .txt file
1. Open a Excel File to a blank
sheet where you want the names
and email addresses to be
stored.
2. Use the Data Tab, From Text,
then locate the .txt file where
your edited names and
addresses were stored

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Excel Import Contacts: Excel-Import Wizard- Select Next
1. An Excel Import Wizard will open
a window displaying the basic
contents of your selected .txt file
with distribution data.
2. Select Delimited and Next

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Excel Import Contacts; Add Space Delimiter then Next
1. Clock box by Space to indicate
values in your .txt file are
separated by a blank space, then
Next

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Excel Import Contacts: Select or use first row/column, to finish select OK
1. Select an Open Row and Column
for the imported data to be
placed, then OK

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Excel Import Contacts: List imported into Excel
1. Data from your .txt file with
Firstname, Lastname, Email has
been imported to Excel
2. Rearrange columns as needed
and then file-save your new
Excel database

9. Importing Excel Addresses to Outlook Contact
Distribution List
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Email (Outlook) Distribution List Excel Database with Email Addresses

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Import Excel Email Addresses to Outlook :Define Name Field
1. You must use the Formula Tab and
Define Name to identify the range of
names and addresses to import
2. Sweep the columns, Define Name,
then Enter a name,
3. Save Excel file with this field
identified and close/exit Excel.

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Import Excel Email Addresses to Outlook:
Outlook-Contacts-File-Import& Export-From another Program (Excel)

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Import Excel Email to Outlook: Browse to Excel File Location, then Next

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Import Excel Email to Outlook
: Select Defined Name AllStudents-then Map Custom Fields

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Import Excel Email to Outlook
: Drag Items from Left Pane to Selected Fields in Right Pane
Drag Lastname to Name Field
Drag Firstname to Another Field (ex. Company)
Drag Email address to Email (scroll down)
Drag Anumber to Dept Field
Select OK when done

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Import Excel Email to Outlook:
Contacts list populated with Fields from Excel File

16. Contacts and Distribution List:
Names and
addresses
(email, street,
phones) of
people from:
various
organizations,
places,
personal,
business,
past, and
present
Selected group of contacts
maintained that are
related to one activity or
project.
Selected group of contacts
related to one
organization.
Selected group of contacts
related to a particular time
or place.
Contacts Folder(s): Distribution List:
Email
Message
TO:
or
CC:
Send Email:
Incoming
Email
Addresses to
Save
Transferred
from Business
Cards, etc.
Selected from
a Database,
Excel or other
Email Info:

17. Outlook Send/Share Contacts Folder: with Another
Outlook User
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1. In Contacts, Right click mouse on the
contacts folder that you wish to share/send to
another Outlook user.
2. Select “Share” in the popup window

18. Outlook Send/Share Contacts: to Another Outllook User
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19. Outlook: Receive “Shared Contacts” Email

20. Outlook: Open Shared Contacts Folder

21. Outlook: View “Shared Contacts” folder

22. Outlook: Copy Shared Contacts to another Folder

23. Outlook: Creat New Contacts Folder for Email or
Distribution List

24. Contacts: Set Folder for use in Email Addresses
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1. To ensure that you can select or use this
contacts folder for future email addresses,
right click on the folder.
2. Select Properties, and then the Outlook
Address tab.
3. Click the box to make sure THIS contact
folder comes up in future email address
selection windows.